NSSSA Minutes from:
Metro RC Meeting
Location of Meeting: Mount St. Vincent University, Rosaria Building Room 404.
Time of Commencement: 19:15
Time of Adjournment: 21:16
Duration: Two Hours and One Minute.
Present voting members: Tyson Bears, Fortesa Sahiti, Joy Hannam, Abbie Cull, Celia Briand, Ciara Harris, Carly Dunn, Taryn Hanrahan, Brooke Kattenbusch, Gabrielle Torrealba, Kaleigh McLeod, Jillian Ryan, Nicholas Wells, Becca MacAulay, Sam Delaney, Vibha Rakshita, Saisha Rankaduwa, Armaan Dhillon.
Present non-voting members: Lorne Abramson, Jeremy Scallion.
Regrets: Julia Mcintosh.
Wendys: Epic planning has been completed. The Wendy’s will be receiving a box of costumes on Monday November 7, 2016. Citadel has been contacted regarding potentially having access to their drama department’s costumes for use at Foundations 2016. The Charles P. Allen advisor will be contacted soon regarding potential costumes. An email must be drafted to send to Skillbuilders about costumes to be worn throughout Epic. The wake-up activity must still be planned.
Head School Reps: The delegate list must still be made for the advisors to use at lunch time. This must be made by Wednesday November 9, 2016 at the latest.
Public Relations of Promotion: The delegate manual has been sent to print. Most of the props for the for the photo booth have been obtained. All contests happening at Foundations 2016 are planned and all prizes are ready for the conference. One thing that is still needed for the photo booth is a backdrop, this will potentially be a royal blue table cloth.
Skillbuilding Co-Chairs: All Skillbuilder emails have been obtained. There will be a second Skillbuilding Retreat held on November 10, 2016 for all Skillbuilders who were unable to attend the first retreat. Twenty-one packages of skittles are needed for the Metro Regional Conference. Supplies that are still needed are cardboard, pens, duck tape, and white paper.
3-Tions: All registration forms have been entered into the database, except for those received on November 6, 2016. The database will be finalized and sent to the Co-Premiers on November 7, 2016. Skillbuilding rooms still need to be decided upon. A few schools still have missing information that needs to be added into the database. The full database is almost complete except from forms received late. Sir John A Macdonald High School’s advisor forms have yet to be received. The most recently added Skillbuilders must be checked to see if they are entered into the database. The Skillbuilding room numbers will also be added into the database.
Public Relations: A few engagement sessions running at Foundations 2016 remain to be finalized. The SMUSA donation cheque and welcoming backpacks will be received on November 7, 2016. The Lions Club’s donation cheque is in the mail. NSCC and Dalhousie’s donations are being received within the next few days. The Royal Bank of Canada’s donation cheque must be picked up this week. All items for the delegate bags are ready to be put together. All people running an engagement session will be contacted to figure out if they need anything supplied for them to be able to successfully run their session. Each engagement session will have 20-25 spots available for people to sign up. A list of all engagement sessions and their status has been made. There are enough informative sessions planned for Foundations 2016, and with the addition of how to do make-up, run by Fortesa Sahiti, there are enough active sessions planned. Acadia University has decided to donate $500 to Foundations 2016. The Public Relations plan to contact the Public Relations planning the NSSSA Provincial Conference regarding the university based sponsorship form that they will be using.
Welcoming Co-Chairs: The welcoming video for Foundations 2016 is in the process of being filmed. There will be 50 more fuzzies completed by the end of the week to reach the Metro Cabinet’s goal number of fuzzies for the regional conference. The welcoming email and packing list will be sent out this week.
Logistics: Unfortunately, one member of the Logistics team is no longer able to attend the conference, meaning a new logistic member must now be identified.
Secretary: The minutes from Saturday’s Skillbuilding Retreat have been sent to all members of the Metro Cabinet.
Co-Premiers: Everything that needs to be printed has been sent to the printers. All positional itineraries are being finalized and emailed to all members of the Metro Cabinet. Everyone who has their own positional itinerary must print it. These must be kept with them throughout the entire duration of the conference.
The Day Before Foundations: Members of the Metro Cabinet are to arrive at Mount St. Vincent University in room 105 by 17:00 with $5.00 to put towards food and all materials needed for the conference. On this day, the members of the Metro Cabinet will be sorting the delegate bags. Everything needed for the conference must be brought to Mount St. Vincent University on November 11, 2016. The Metro Cabinet clothing will be given out the day before Foundations 2016. All final details will be posted in the Metro Cabinet Facebook page. The time at which the Metro Cabinet will be finished on November 11, 2016 has yet to be determined but is anticipated to be late. If any members of the Metro Cabinet own any extension cords they are asked to bring them to Mount St. Vincent University, the day before Foundations 2016.
The day of Conference: On the day of Foundations 2016 members of the Metro Cabinet are to arrive at Mount St. Vincent University no later then 7:00am. Mount St. Vincent University will provide a computer to project Foundations 2016’s twitter wall. Metro Cabinet members will have their lunch times assigned to them on their personal itineraries. All of Foundations 2016’s attendees must be quiet walking into two of their meal times because of another booking in the same building. A room list will be made with all the engagement sessions locations on it. The Public Relations of Promotion will be responsible for taking pictures at the conference to be used in the closing ceremonies. Some individuals have volunteered to assist in taking pictures at the conference. To explain Epic to the Skillbuilders the Wendys will be allowed to speak to one Skillbuilder from each group to explain Epic during one of the Skillbuilding sessions. Lorne Abramson will be bringing in his printer to be used at the conference if it is needed.
Leading up to the Conference: The 3-Tions have not yet received all Skillbuilder’s forms, these must be received and entered into the database. Each member of the Metro Cabinet is reminded to be checking to make sure everything is in order, for each of their own personal schools of attendance to come to the Metro Regional Conference. All remaining tasks must be completed by Wednesday November 9, 2016 at the latest. The members of the Metro Cabinet are still looking for 30 clipboards to be used at Foundations 2016.
Mental Health Fid Aid: Currently there are three mental health first aids signed up for Foundations 2016. The NSSSA promises a ratio of 1:50 mental health first aids at the conference. Advisors will be contacted to see if any of them have mental health first aid training as they will already be at the conference. The Head School Representatives will add to the advisor email a section asking if any advisors have mental health first aid training. Molly Anderson will also have her mental health first aid training and is already attending Foundations 2016.
Spirit Wear: Some items of NSSSA spirit wear are available to sell at Foundations 2016. The Metro Secretary will potentially be selling this spirit wear throughout the conference. All the delegates will be emailed to inform them prior to Foundations 2016 that there will be spirit wear available for sale.
Radio Etiquette: The Metro Cabinet members who will be using a radio at Foundations 2016 are reminded to be careful with their radios as they are liable for them. The radios will be picked up on November 10, 2016. The radios are to be used only when required to be used. If a topic is meant to be confidential then it should not be discussed on the radios. When speaking over the radio you are to state your name and the position to which you need to reply, then await a response.
Skillbuilding Retreat: There will be a second Skillbuilding Retreat hosted at École du Sommet on November 10th from 5:30pm-7:30pm for any Skillbuilders who were unable to attend the first Skillbuilding Retreat. Members of the Metro Cabinet are not required to attend the second retreat. An email will be sent out on November 6, 2016 to all Skillbuilders attending.
Sponsors: The Metro Cabinet would like to show more appreciation to their sponsors. Some ideas put forward to show how thankful the Metro Cabinet is for their sponsors are to hang banners, recognize sponsors at the closing ceremonies and ask for representatives from sponsors to attend the closing ceremonies.
Email Etiquette: The proper way to send out emails is to CC your positional partner(s) on all emails. Whenever sending mass emails all recipients must be BCC to protect the confidentiality of all recipient’s contact information.
Next Meeting: There will be no official meeting of the Metro Regional Cabinet on Sunday November 13, 2016, however there will be a debrief for all members of the Metro Regional Cabinet following Foundations 2016. Jenna Viscount will be the outside source at this debrief because she has yet to attend a meeting of the Metro Regional Cabinet.
Jillian Ryan motioned to adjourn the meeting at 21:16 and Armaan Dhillon seconded said motion.